AGM Report 2015
www.edsc. co.uk
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The Annual General Meeting of Epsom District Swimming Club will be held on Monday 19 October 2015 at the
United Reformed Church Hall, Epsom at 8.00pm.
1.0 Chairmans Report on the Activity of the Club
Chairman’s Report on the activities of the Club
My report will cover activities in the club up to from April 2014 to March 2015
Swimming development:
My goal for the last year was to improve the swim time that the club has at its disposal. The fire at Freeman’s
School continues to deprive us of considerable amount of pool time. Adam & his team have worked well to utilise
the time we have, around the squads. I suppose we are fortunate that we have other pools to fall back on. Pool
time is at a premium in our area but we are now hopefully closing in on some more options. I hope to report on this
soon.
Coaching support has also been a challenge with Dianne Hargrave, leaving A-squad. Alfie Howes stepped in to
replace Diane but this is not a long term strategy. We have identified a policy of training from within, identifying
suitable coaches/helpers to train up.
The swimming development has continued to be strong under the leadership and guidance of Adam supported by
his excellent team of coaches and helpers. Significant milestones include
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Continuing January Open Meet, fantastic success providing excellent competition for our own swimmers
and raised in excess of £2,500. Well done the organising team headed by Belinda Bryan and Roy
Cochrane and the Competition Committee. We unfortunately were unable to run the June Open this year
due to not having enough assistance.
Nationals – One of our key aims is to have swimmers qualify for the National Swimming Champs’ Adam
will cover this in his report
Another key aim for the club is the Arena League. This is the only gala where we select swimmers on merit
for each event
Supporting Epsom and Ewell in the Surrey Youth games.
At the Epsom & Ewell Sports awards EDSC had several nominations with Sue Hardwick nominated for the
Long Service award, Spencer Gall & Ryan Griffiths for the Sports Personality & EDSC for Club of the year.
In my mind all worthy winners. EDSC was awarded Club of the Year & our captains were there to accept
the award
The foundations are in place to make this club stronger & hopefully improve swimmer retention, which is our next
goal once we have secured more swim time
Masters:
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Continue to grow with many new members
John Knapp left as coach and we thank him for his contribution. Kieran is acting coach whilst we continue
to look for a suitable coach
The club continues to have success in Masters competitions
Social:
An important side of the club that helps to bond swimmers outside the pool too. Wendy continues to do an
outstanding job here but she needs support – is that person you?
Social events this year included:
• Wall climbing
• Selling doughnuts etc at galas
• In the past we have successfully held ;o Bar-b-que’s
o Ice Skating at Hampton Court
o PaintBall
o Fun Swims at Guildford Spectrum
o Go Ape
AGM Report 2015
www.edsc. co.uk
Seahorses:
Seamus Higgins & Emma Cottrell have continued to carry out a fantastic job with Seahorses. They are a great
team & together they have created an excellent team of teachers and helpers which continues to deliver an
exceptional service to the ever growing number of swimmers. These swimmers are now feeding through our club
structure & are raising the standards within the squads
• The largest section of the club, raising funds that sustain the trainings squads and enable us to keep our
squad fees to a minimum
• Continued to grow, huge thanks to Seamus, Emma and their team
• Now more than 600 swimmers in number
• Our partnership with Reed’s School commenced
• The assistant administrator, Hayley Moore, does a great job behind the scenes making sure all the
paperwork is done
• Regularly deliver swimmers with real potential into the competitive squads
• Over 50 swim teachers and helpers
Committee:
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Steve Griffiths has completed his first year as Chair.
Emma Cottrell has been acting Secretary & is stepping down from this role to be succeeded by Mary Lydon
Henry Davidson as Treasurer continuing to manage the finances of the club assisted by Venus Bailey. The
club’s financial position is sound thanks to the increasing seahorses’ income, and improving significantly.
Our Competition Chair Belinda Bryan has done a wonderful job with the competition committee who
organize all our galas.
I would also like to mention the Competition committee- they work tirelessly to organize all of the swimming
events that your children get so much enjoyment out of. In my view this is what swimming is all about!
Other members of the committee include Sue, Wendy, Phil. Adam H, Amanda, Annabel, Belinda and of
course Adam Mason. They do require more help – not just at galas and club championships – can you step
forward to assist?
Kate Keane is resigning as Welfare officer due to other commitments. We thank her for all she has done
for the club. She brought a high level of professionalism into the role. Annabel Parkin has kindly offered to
step into this role
Wendy Griffiths continues as Social as above and continues to be tremendous the way she organizes so
much for the social side. However she needs someone to assist her.
Jacqui Jardine has resigned as Masters Committee Member & we thank her for all she has done. Louise
Burgess has kindly stepped into this role
Adam Hammond continues on the Committee and is now assisting IT specialist / publicity and is the team
Manager for the Epsom and Ewell Surrey Youth Games
Other members of the committee include Phil Gall as deputy Chair, who has now taken over the Web page
support & Roy Cochrane who did leave the club & resigned as Swim21 co-ordinator but has now rejoined &
taken over the role of Swim 21 again
Special thank you to all the committee members, helpers and parents for your support and assistance over
the past year.
Steve Griffiths
Chair
AGM Report 2015 cont’d
www.edsc. co.uk
2.0 Treasurers Report for the year to 31 March 2014
The Income and Expenditure Account and Balance Sheet of the Epsom District Swimming Club are attached.
They have been subject to independent examination, and the opinion of the independent examiner is shown below.
The Income and Expenditure Account shows a profit of £35,836 (2014 £14,872), from income of £316,893 (2014
£289,825). The increases in income and profit are a result of the increased membership in Seahorses, the section
of the club which provides swimming lessons.
The club aims to set fees at affordable levels and this is made possible by the many volunteers who share the work
of running the club. The club also smooth’s out differences between fees for swimming in Seahorses and each of
the Squads so that fees do not vary by as much as the costs to the club for each swimmer.
The club continues to provide high levels of pool time and the highest standards of teaching and coaching, while
closely controlling costs. The financial position and the anticipated future financial results are satisfactory. There
are no financial issues which should be brought to the attention of members.
Henry Davidson
Treasurer
2 October 2015
Epsom District Swimming Club
Report of the independent examiner on the accounts for the year ended 31 March 2015
I have examined the Accounts of Epsom District Swimming Club for the year ended 31 March 2015 which comprise
the Income and Expenditure Account and Balance Sheet. This report is made solely to the members of the Epsom
District Swimming Club.
My examination involved obtaining evidence about the amounts in the accounts sufficient to give reasonable
assurance that the accounts are free from material misstatement, whether caused by fraud or error. This includes
an assessment of whether the accounting policies are appropriate and have been consistently applied and the
overall presentation of the accounts.
In my opinion the accounts are materially correct and there are no matters arising from my examination which I
consider should be brought to the attention of the members.
Debbie Burnham
2 October 2015
AGM Report 2015 cont’d
www.edsc. co.uk
INCOME AND EXPENDITURE ACCOUNT for year ended 31
March
Income
Fees - Squads
Fees - Seahorses
Fees – swimming lessons to non-members
EDSC Opens (net of costs)
Programme Sales, Raffles, Fundraising, Swimshop
Bank Interest
Donations
Expenditure
Coaches and Teachers
Pool Hire
Administrative staff
Galas
Training Courses
ASA Registration Fees
Trophies/Medals
Repairs to Timing Equipment
Equipment Purchases
Administration, Advertising, Expenses, Team Kit
Software and Website Design
Insurance
Depreciation and loss on disposals
Social Events
La Santa Subsidy
PROFIT FOR YEAR TO 31 MARCH 2014
BALANCE SHEET at 31 March
2,015
2014
£
£
116,918
184,622
10,201
1,168
1,996
89
1,899
316,893
123,354
159,758
0
5,528
992
193
0
289,825
123,241
113,362
9,918
4,022
580
15,350
4,062
570
704
5,654
0
338
2,657
599
0
281,057
35,836
113,268
120,458
3,000
3,465
697
14,356
3,479
2,057
2,083
5,431
1,623
338
2,573
374
1,751
274,953
14,872
2,015
£
2014
£
25,629
-15,620
10,009
24,873
-12,963
11,910
3,135
115,088
118,223
3,051
80,919
83,970
NET ASSETS
13,003
13,003
115,229
16,487
16,487
79,393
Represented by:
Retained profits brought forward
Profit for year
RETAINED PROFITS CARRIED FORWARD
79,393
35,836
115,229
64,521
14,872
79,393
Fixed Assets
Timing Equipment & accessories
Depreciation
Current Assets
Debtors
Cash at Bank
Current Liabilities
Creditors
AGM Report 2015 cont’d
www.edsc. co.uk
3.0 Head Coach Report 2014 – 2015 (April - March)
Head Coach Report 2014 – 2015 (April - March)
The Club continues to grow, with numbers now over the 800 mark. We also started a partnership with Reed’s
School, providing the swimming teachers and structure to their newly formed Swim School. Partnerships are an
area EDSC look to develop in the coming years.
April 2014 – Coaching Changes
Alfie Howes joined EDSC bringing a huge amount of knowledge with him from his successful career in swimming,
which, included representing GB on a number of occasions.
Seahorses
As the growth we have seen over the past few years continues, the flow of swimmers from Seahorses to the main
competitive club continues to grow, and steps to ensure the transition between the two is as smooth as possible
remain a main focus for the teachers and coaches.
Competitions
South East Regions 2014
Spencer Gall was EDSC’s star of the South East Regional Age Champs, winning 2 golds, 2 silvers and a bronze. In
the youth champs, Dan Burnham, Georgia Smith, Jamie Hegarty and Ryan Griffiths all finished in the top ten.
Nationals 2014
We had 3 swimmers qualify for individual events at Nationals in 2014, which, is the most we have had in recent
memory. Spencer Gall competed in the Age Groups Champs and Georgia Smith and Dan Burnham competed in
the Youth Champs.
Arena League 2014
This was our first year back in Div 1, this time we fell into the more competitive west division. Strong performances
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in the first two round put us in the middle gala, and a great performance in the final round meant we finished 2 in
that gala. Certainly some areas to build on for next year.
Another Successful Open Meet
In January 2015 we held our fourth Winter Open. Again it proved a massive success and entries were high as so
many swimmers were again trying to achieve qualifying times for the Surrey County Championships. Thanks to all
those that helped, many were running an Open for the first time.
Surreys 2015
Changes made by British Swimming, meant that a number of changes were implemented for the Surreys this year.
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Changes included age 31 December, reduction in swims by around 25% and the loss of an age group. Overall
EDSC finished with 24 medals.
CLFS Pool
We continue to stay in contact with CLFS about their new pool. Building has not yet started on the new pool, so
September 2016 does seem optimistic as an opening date.
AGM Report 2015 cont’d
www.edsc. co.uk
Going Forward@..
We are always looking for ways to improve what we offer as a club. Increasing the coach to swimmer ration has
been an aim for some time, and logistically looks a little more possible in the near future. Low attendance remains
a concern for the coaches, and various options for improving this will be implemented, but in short, we need the
support of parents and swimmers to improve this. Great things await those that are willing to commit to this tough
but rewarding sport.
Adam Mason
Head Coach, EDSC
AGM Report 2015 cont’d
www.edsc. co.uk
4.0 Elect Executive Officer & Committee members
4.1
Committee resignations from 2013/2014 Committee
Acting Secretary
Welfare
Masters
4.2
Elections: New to Committee
Secretary*
Welfare
Masters
4.3
- Mary Lydon
- Annabel Parkin
- Louise Burgess
Executive Officers and 2015/16 Committee: The following nominations have been put forward for
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election to the Committee on 19 October 2015.
Chairman*
Secretary*
Treasurer*
Deputy Chairman / Web
Social Secretary
Opens Secretary
Seahorses
Masters
Publicity / IT
Swim 21
4.4
- Emma Cottrell
- Kate Keane
- Jacqui Jardine
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Steve Griffiths
Mary Lydon
Henry Davidson
Phil Gall
Wendy Griffiths
Sue Hardwick
Emma Cottrell
Louise Burgess
Adam Hammond
Roy Cochrane
Vacant Positions
Workforce Co-ordinator
Competitions Secretary
* - Executive Officer
4.5
There are Sub Committees who meet and report to the Main Committee on a regular basis and the
following people attend
Competition - Competition Committee Chair, Competitions Secretary, Opens (Away) Secretary, Squad
Managers, EDSC Open Coordinator, Pools Liaison Officer, Officials Coordinator, Social Secretary, Publicity
Officer, Head Coach, One of 3 executive officers.
Finance - 3 Executive Officers, Assistant Treasurer, Squad Fees Administrator and Seahorses
Administrator
Coaching - Coaching Manager, Head Coach, Squad Coaches
Seahorses - Seahorses Manager, Seahorses Administrator, Coaching Manager, Head Coach
5.0 Constitutional Change
5.1
Proposed Rule Change
It is proposed to make an amendment to the Rules to allow the Committee to choose who will be able to
approve payments from the Club’s bank accounts.
AGM Report 2015 cont’d
www.edsc. co.uk
Existing Rule
14.1
All moneys payable to the Club shall be deposited in a bank account in the name of the Club. No
sum shall be drawn from a Club’s bank except as authorised by two of the Chairman, Secretary, Treasurer
and Assistant Treasurer. Any moneys not required for immediate use may be invested as the Committee in
its discretion think fit.
Proposed New Rule
14.1
All moneys payable to the Club shall be deposited in a bank account in the name of the Club. No
sum shall be drawn from a Club’s bank except as authorised by two of the Chairman, Treasurer, Assistant
Treasurer or other person appointed by the Committee. Any moneys not required for immediate use may
be invested as the Committee in its discretion think fit.
6.0 Any Other Business
6.1
None Proposed